The format should be followed in all cases, including Multilateral funding, but a proportionality principle should be applied. A Project Document for a straightforward £1m proposal might require a description of less than 1000 words, while one for a complex £50m proposal might need 5,000 words plus annexes. The Project Document must open with a maximum 500 word summary before following the standard format.
Section 2 should only be completed when DFID is leading the design and appraisal process. Where DFID supports a project designed and appraised by others, section 2 can be omitted and their project documentation used instead. However, if there is a need for additional analysis to meet DFID requirements under section 2 then DFID Project Staff should supply this. If another organisation's project documentation is being used, sections 1, 3, 4 and 5 of our format should be completed and submitted as an attachment when approval is sought.
1. The Project document must be accompanied by the Logical Framework, Consultation Record, Environmental Screening Note and Assurance Checklist. Staff must download and use these documents from office templates available on Word (in the folder File>New>Templates on my computer>Project Management).
2. You must make appropriate reference to the sections detailed in the 'Format for Project Documents £1m and above', especially those relating to Risks and Conditionality (see processes and tools).
3. All project documents must be published on DFID's external website in line with the Freedom of Information (FOI) legislation. Any sensitive information relating to a project, which would fall under an FOI exemption, must be flagged in the Submission for approval (see Blue Book section J1).
4. Once finalised and approved, Project Documents must be saved in the appropriate "Live Project Folder" in Quest, assigned the correct content type and declared a record.
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